Navigating the New Normal: 3 Tips to Tackle Late Room Access Times for AV Load-In & Set Up
For meeting planners, few things are as stressful as finding out their event’s AV setup will be delayed due to late access times to the ballroom. Late load-ins not only disrupt carefully scheduled plans but can also lead to significant extra costs—especially when third-party AV providers are involved. Fortunately, there are proactive strategies planners can employ to minimize these disruptions and protect their budget. Here are some key recommendations we have found helpful for planners navigating these scenarios.
1. If the group using the space before your event is willing to collaborate, equipment sharing can be an efficient solution. This approach has been a proven solution for years and allows both groups to save on labor costs while streamlining the transition between events. Here’s how it works:
To make this arrangement work, it’s essential to foster open communication between both groups and their AV providers. Having a clear plan in place, including agreed-upon responsibilities and timeline details, ensures everyone is on the same page and avoids potential misunderstandings. Ask your CSM to facilitate the introduction between both production companies and they will take it from there as this is a common scenario in the AV industry.
Rather than each group paying for a separate load-in and load-out, both can share a portion of the equipment, with only a single teardown charge. This means the first group pays for the initial load-in, while both groups split the strike cost. By collaborating in this way, each group benefits from half the labor cost, helping to ease budget strain while ensuring AV needs are met.
2. If equipment sharing isn’t feasible due to unique setup needs or proprietary reasons, meeting planners should work with the venue to document “Quick Turn” potential outcomes if the previous group doesn’t vacate on time. One critical point to address is the potential for a “quick turn”—when there isn’t a 10-hour rest period between setup days, triggering double-time pay for AV techs and setup teams the entire following day, due to late room access. This timeframe is often used to avoid worker fatigue, a critical concern in high-stakes environments like AV and event production.
Hold the venue or previous group accountable by including a clause in your agreement stating that if the group is not cleared from the ballroom and loading dock within their contracted time, they will be responsible for any quick turn costs incurred. This can motivate the venue or group to stick to their schedule, as they would assume the financial impact of any delays.
Quick turns can be costly, as they lead to double-time pay for AV crews who do not receive adequate rest between shifts. By clearly documenting the potential financial implications, you ensure that all parties understand the stakes involved in meeting the agreed-upon access timeline.
By communicating the technical and financial consequences of a delayed load-in—such as double-time pay for AV crews or overtime for labor—you can advocate more effectively for priority access. Clear communication helps the venue appreciate the urgency and potential repercussions of any delay, motivating them to take the necessary steps to support your event’s success.
3. Often times, a venue will provide a later access time for load-in in hopes that they will book the space prior to your event to another client. Have an open line of communication with your CSM and ask them to notify you a month to 2 weeks before your event, if they were not able to sell the space. This typically results in an earlier room access for load-in.
Keeping your AV provider informed about any potential scheduling shifts is essential, as it allows them to adjust their plans accordingly, such as adjusting flights with less airline change fees based on a longer lead-time. A trusted AV provider, can offer additional insights and strategies to mitigate the impact of access delays, ensuring that your event proceeds smoothly despite any last-minute challenges.
If you’re notified of a delay close to the event date, work with your AV provider to explore alternative solutions in real-time. This may include bringing in additional crew for setup or adjusting equipment needs based on the available setup time.
Having a contingency plan in place with your AV provider for access delays can save valuable time. Establishing backup procedures, such as a quick-setup version of the AV design.
To avoid delays in the loading dock, have your trucks reach the dock prior to the other group’s departure and pre-stage equipment in a meeting room adjacent, allows for greater flexibility on the day of the event.
As a final thought, advance planning protects your budget and your timeline. Late load-in access can be a frustrating and costly challenge for meeting planners, with proactive negotiation and strategic planning, you can reduce the impact on your event. By exploring equipment sharing options, securing accountability from the venue, you can protect your budget and ensure your AV setup goes as planned.